# Financials & invoices
Source: https://docs.aden.space/docs/help/run-the-business/financials

Track income and expenses against tracks, albums, and teams; issue and collect invoices; handle payment disputes for Polar subscriptions.
{/* Generated by `bun docs:publish` from docs/features/financials.md: edit the spec, not this file. */}

## What it is [#what-it-is]

Aden's financials system gives your team a single place to record what money
came in and went out. Streaming royalties, sync licenses, studio costs,
session fees, and anything in between. You can attach entries to a specific
track, album, or the team as a whole. When you have collaborators, you can
split the amount between them automatically based on the split percentages
already on the track.

The **invoices** module lets you create, send, and track invoices directly from
within Aden: useful for billing a label for a ghost production, invoicing a
sync client, or billing a retainer artist on a recurring schedule.

**Disputes** (admin-only) generate a plain-text evidence document for payment
disputes raised through Polar, based on the customer's real activity in Aden.

## Using it [#using-it]

### Logging income and expenses [#logging-income-and-expenses]

**Add an entry to a track.** Open a track, go to the **Financials** tab, and
click **Add entry**. Choose whether it is income or an expense, pick a
category (streaming revenue, studio costs, sync license, etc.), enter the
amount and currency, and optionally fill in the date range and a note. If the
track has collaborators with split percentages set, enable **Use default splits**
to pre-fill the distribution automatically. Submit to save.

**Add an entry at the album or team level.** From an album's Financials tab or
from your team's Financials overview, follow the same steps. Team-level entries
represent overhead costs or income not tied to a single release (e.g. a
retainer payment, studio subscription fee).

**Recurring entries.** For predictable costs or income that repeat. A monthly
studio rent, a quarterly distribution advance. Add a recurring entry. It acts
as a forecasting template; it does not create individual dated rows
automatically but feeds the financial forecast/summary view.

**Attach a document.** After creating an entry you can upload a PDF or image
(invoice scan, contract excerpt) directly to the entry. The file is stored
privately and accessible only to team members.

**Label royalties.** A track's Financials page has two tabs: the **Ledger**
(the manual income/expense entries above) and **Royalties**: the net earnings
a label's royalty software reported for the track (totals per currency, a
per-store breakdown, and recent statement lines). The Royalties tab is
read-only and populated by the royalty-integrations feature; the older
`/app/tracks/[id]/royalties` route redirects to it.

### Invoices [#invoices]

> Team invoicing is behind the `team_invoices` rollout flag while it's being
> finished. With the flag off the section is hidden from navigation and the
> URLs 404.

**Create an invoice.** Go to your team's **Invoices** section and click
**New producer job**. Pick a client from your CRM, pick a contract template,
and set the fee, currency and delivery date. Aden drafts the contract and a
draft invoice together. Co-production templates also ask for the royalty and
publishing splits.

**Contract templates.** **Invoices → Contract templates** lists the wording a
producer job can generate. Aden's own templates are read-only, **Copy** one to
get an editable version, or write your own. Wrap merge fields in double braces
(`{{delivery_date}}`) and the producer job fills them in. Mark one template per
type as the default.

Invoice numbers are generated sequentially per team in the format
`INV-<year>-<seq>` (e.g. `INV-2026-0001`).

**Send and track.** When ready, click **Send** to issue the invoice. The
contact receives an email with a link to a public invoice view
(`/i/<token>`). You can see when the invoice was viewed (`viewed_at`) and
mark it paid once payment lands. Aden can also schedule the send for a
future date.

**Recurring invoices.** For retainer artists, set up a recurring invoice
series (weekly, monthly, quarterly, yearly). The `invoice_recurring` series
tracks frequency, next run date, and optional end date. Individual invoices
are generated on schedule.

**Duplicate or cancel.** You can duplicate any invoice to start a new draft
from the same template, or cancel an issued invoice to void it.

**Invoice a show or a session.** On a show you're booked on, the **Invoice**
chip next to the fee creates a draft with the fee as the line item and the
promoter as the customer. On an organisation session with a fee, the same chip
creates an organisation invoice draft billed to the coachee. Once an invoice
exists, the chip shows its number and status and opens it. Both are in ⌘K too
("Invoice this show", "Invoice this session").